Etiwanda School District operates within a community that highly values education and parent involvement. Parents in Etiwanda are actively engaged and want the best for their children. This desire for involvement, while a strength, inadvertently contributed to a fragmented communication landscape. Prior to Apptegy, the district attempted to implement a different platform which ultimately "did not meet the district’s needs or expectations," according to Justin Kooyman, director of instruction. This left teachers “feeling frustrated and skeptical about future communication platforms,” he says, leading the district to adopt various third-party applications like ClassDojo and Remind to bridge the communication gap.

This reliance on multiple platforms created what Kooyman calls a "single point of failure" problem. Etiwanda parents had to navigate "five to six different apps just to communicate with teachers and try to be in the know with their child’s education," Kooyman recalls. This reliance on multiple platforms created a decentralized communication system that lacked consistency and introduced potential risks around privacy and accountability. From the district’s perspective, using multiple third-party apps raised important considerations around data privacy and consistency. Without a centralized system, it was difficult to ensure that all platforms aligned with district policies and expectations. As Kooyman explains, “When you click ‘I agree to the terms,’ you may be unintentionally committing on behalf of the district.” The district needed a solution that would not only centralize communication but also ensure the security and privacy of student information.

Etiwanda's journey to a complete communication system began with letting the past go in favor of a more strategic future. First, the district implemented an approval process for any online technology, including communications. Due to data-sharing concerns, this led to the discontinuation of platforms like ClassDojo and the particularly difficult decision to cut ties with Remind. While this change created initial stress for some teachers, “it felt like ripping off their left arm,” recalls Aimee Dawson, Communications Consultant—the district had a clear plan in place. They were confident that the new solution would not only replace previous tools but offer a more streamlined and secure system for families and staff.

Etiwanda found its solution in Apptegy's Rooms, a tool available within the district app that allows for teacher to parent, two-way communication. The key to Etiwanda’s Rooms success was a combination of the platform's features and the district's commitment to support.

To ensure the success of their new platform, Apptegy's Rooms, Etiwanda adopted a phased implementation approach. They started by involving a small group from their early childcare program, which serves over 2,000 students. This trial run allowed them to learn and refine their roll out process. "I think that was really helpful,” Kooyman notes. “And because we had responsive support in place, teachers were finally able to say, ‘Okay, let’s try this out.’"

Also an important step, the district leveraged their highly engaged parent advisory committees to gather feedback and communicate the need for a unified platform. The committees helped explain the problem and why Apptegy’s Rooms would make for a great solution, communicating all this back to district families through various channels like school site councils and PTA meetings. This proactive communication fostered faith and trust in the new system.

However, the true "secret sauce" to Etiwanda's success lay in the unparalleled support provided by both Apptegy and the district's communications team. "I think Kooyman and I worked together in the beginning with Rooms and basically learned from how Apptegy does their tech support,” Dawson recalls. “I feel like we mirrored that. We were constantly taking phone calls, responding to emails and connecting to parents." This hands-on, immediate responsiveness was crucial, especially during the initial rollout when parents faced challenges with the registration process. Kooyman even says he received "at least 300 emails a day" for the first three weeks and personally called parents to troubleshoot issues.

This dedication extended to the district's strong partnership with Apptegy's client success team. Kooyman regularly collaborated with the team, reaching out for updated data and working through unique challenges and unexpected issues. This collaborative and responsive relationship built immense trust. As Kooyman says, "having someone who’s there when something comes up—ready to troubleshoot and problem-solve in real time—that kind of collaboration is truly invaluable."

The impact of Apptegy's Rooms on Etiwanda School District has been truly transformative. The most striking success is the 98% parent adoption rate for the Etiwanda app. This high level of engagement came from the community's desire to be involved and the district's smart efforts to make communication easier. Now, the district has one consistent and unified system for talking to families, getting rid of all those scattered messages across different apps. 

Teachers and parents finally have one central platform. Kooyman, who calls himself the "data guy," regularly shares communication numbers with teachers and the Board of Trustees, showing how successful Rooms is and proving its worth. In its first year, over 550,000 messages and announcements were sent through Rooms, followed by more than 500,000 again the next year. 

And with 49 different languages spoken in the district, Apptegy's translation services have been incredibly important, making sure all parents can participate equally. As Kooyman pointed out, it was the district’s "duty to find a way that we can translate not just all the formal documentation ... but our regular communication." Plus, their ability to brand the communication app as "the Etiwanda app" instead of some outside application has created a stronger sense of "school pride" and ownership within the community.

1. A crucial part of Etiwanda's success was the quick and continuous support given to both staff and parents. It was about creating a "safe space" where everyone felt okay asking questions and working through problems. This made a huge difference in getting people to use the new system.

2. Instead of rolling out everything at once, Etiwanda used a smart, phased approach. They started with a small group, which allowed them to learn what worked best, make adjustments and get more people on board little by little.

3. For districts with really involved communities, it's a great idea to get parents and staff involved in the communication plan right from the start. This can turn them into strong supporters and really help with getting everyone to use the new tools.

4. Also, tracking and sharing communication numbers with staff and other important people regularly helps show how valuable the new system is. It's about empowering teachers by giving them ready-to-use materials and ongoing help, instead of expecting them to create everything themselves. Etiwanda created materials for their teachers, including PowerPoint slides for back-to-school nights and flyers for first-day packets, to support teachers in promoting the new app. This encourages more people to use the tools and ensures messages to families are consistent.

5. Finally, setting up a central system for accountability stops unapproved apps from popping up again. This keeps data private and ensures all communication looks consistent with the district's brand.

Etiwanda School District's success story is a testament to the power of a unified communication platform combined with strategic implementation and unwavering support. By addressing their unique challenges with a tailored approach, they not only streamlined their communications but also deepened engagement and reinforced a strong sense of community pride.